the faculty of dentistry promotion and tenure reference manual · program and the graduate programs...
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The faculty of
dentistry
Promotion
and
Tenure
Reference Manual
The mission statement of the University of Manitoba embodies the purpose of each and every
Faculty and its members, that being as follows: “to create, preserve, and communicate
knowledge and, thereby, contribute to the cultural, social and economic well-being of the people
of Manitoba, Canada and the World.” Members of the Faculty of Dentistry are dedicated
specifically to excellence in teaching within the undergraduate dental and dental hygiene
program and the graduate programs offered by the Faculty; to advance oral health and health
sciences through research and scholarly work; and to serve as an expert source to the oral health
professional community and the community, in general. To acknowledge and respect faculty
member‟s contributions to this end, the University of Manitoba and its Faculties honor those
persons who have demonstrated their commitment to the University and Faculty mission through
activities promoting excellence in teaching, research, and service. This honor is referred to as
tenure and promotion. Tenure being the right granted to a faculty member giving the individual
an academic appointment until retirement or until otherwise terminated. Promotion being an
elevation in academic rank based upon the individual‟s contribution to their discipline,
department, faculty/school, and the University. Both tenure and promotion recognize the faculty
member‟s achievements related to the Faculty, University of Manitoba, and community.
Promotion and tenure are awarded based on positive accomplishments, a recommendation not to
promote or grant tenure does not necessarily imply the presence of negative factors. To have
tenured faculty who are promoted through the academic ranks is an expectation of the
University, the students, the community, and society.
The Faculty of Dentistry Tenure and Promotion Guidelines serve faculty who are in pursuit of
tenure and/or promotion and as well, members of Tenure and Promotion Committees struck to
validate a faculty‟s application for tenure and/or promotion.
1.1 Preamble
1.2 Mentor
1. 3 Standards of Performance
1. 4 Mentor Guidance
3.1 Composition
3.2 Quorum
3.3 Chair
4.3 Evaluation for Tenure and Promotion
5.1 Teaching Activities
Teaching encompasses those activities that provide educational benefit to students such
as:
Classroom teaching
Clinical instruction
Laboratory instruction
Seminar/tutorial activity
Student mentoring and advising
A description of assigned duties agreed upon by the candidate, the candidate‟s
Department Head or Director, and the Dean, as a result of the job description and
modified by the annual performance review is the basis for evaluation for promotion and
tenure. Assessment of the candidate‟s performance will be evaluated at the level of
performance expected of his/her rank. Evaluation of a candidate will involve both
qualitative and quantitative assessment.
5.1.1 Teaching Evaluation
Evidence of teaching effectiveness is demonstrated by the degree to which the
candidate takes a scholarly approach to teaching, for example by:
Stimulating and developing students‟ intellectual abilities
Communicating academic material effectively
Being accessible to students
Maintaining subject and/or specialty mastery
Systematically evaluating and modifying his/her teaching activities and
materials
Evidence of teaching evaluation at each teaching level (undergraduate, graduate
and postgraduate) should be documented. Evidence of the quality of teaching
should be available in the form of course evaluations, student evaluations of
teaching, Section Head or Department Head evaluations, peer evaluations and
letters of recognition for teaching excellence.
5.1.1.1 Performance Criteria, Evaluation Methods and Examples for
Promotion and Tenure
TEACHING
Performance Criteria Evaluation Methods Examples
Has contributed to
education in the
Faculty through a
variety of activities.
A chronological summary
of all teaching activities.
Attendance at faculty
development activities
directed to improving
teaching.
Effective course coordination of
at least one course (e.g., basic
science, pre-clinical, dental
humanities or clinical course).
Effective classroom teaching.
Supervision of preclinical or
clinical dental practice.
Leadership in seminars or
tutorials.
Student and Course
evaluations.
Clinical Evaluation and/or
SEEQ.
Annual Performance
reviews at Section and
Department level.
Has demonstrated the potential to be a
good teacher through:
Positive student /course
evaluations.
Demonstrating competency
in own field.
Establishing and maintaining
a positive learning
environment.
Performance Criteria Evaluation Methods Examples
Has sustained
teaching activities in
a wide variety of
areas and has
contributed to the
development of
educational materials
and methods.
A summary of teaching
activities as well as
examples of teaching
materials.
As per Assistant Professor, and in
addition:
Involvement in graduate or
postgraduate teaching or
supervision. Includes
presentation of continuing
education courses.
Development of new teaching
methods or materials that have
enhanced the curriculum.
Revision of existing courses,
labs or seminars to maintain
relevancy of courses.
Student and Course
evaluations.
Clinical Evaluation and/or
SEEQ.
Annual Performance
reviews at Section and
Department level.
Department, University
level – (Peer mentor
review).
Faculty or University
citations for teaching
excellence.
Has consistent good to excellent
evaluations in respect to teaching
skills.
Has developed teaching skills
through professional
development. Examples: TIPS,
working with education
specialist to improve teaching,
acquired advanced education
degree.
Participation at faculty
development teaching activities.
Nominations for teaching
awards.
Performance Criteria Evaluation Methods Examples
Distinguished teaching
performance, active in a
wide variety of teaching
areas over a reasonable,
sustained period (e.g., 10
yrs).
As per Associate Professor, and
in addition:
Is recognized as a leader in
education with
responsibility for major
course directorship and
administration.
Student and Course
evaluations.
Clinical Evaluation and/or
SEEQ.
Annual Performance
reviews at Section and
Department level.
Department, University
level – (Peer mentor
review).
Faculty or University
citations for teaching
excellence.
Written external review.
Consistently rated as very good
to excellent in respect to
teaching skills and/or clinical
supervision.
National recognition as an
educational leader.
Significant role as an
educational administrator
(served as Section or
Department Head or
Associate Dean, Dean, or
Clinic Director).
5.2 Research and Scholarly Activities
5.2.1 Application of Criteria
The weighting applied to research and scholarly activity in consideration of
granting tenure or promotion will be governed by the terms of appointment of the
applicant. It is essential that the duties expected from the applicant are precisely
defined in writing at the time of appointment. The description of these duties and
any subsequent modifications to them that result from agreements between the
applicant and member/s of the administration must form part of the annual
activities report and application. The Pre-tenure Committee will advise an
applicant whether the amount of effort and outcomes of research and or scholarly
activity are appropriate to his/her tenure application. In general, similar criteria
apply for tenure and promotion. Applications for tenure may be judged
depending on the period of time prior to application and the position held by the
applicant and his/her assigned duties. In general, application for tenure will be
made 4 – 5 years after appointment. The maximum untenured period is 6 years
except where a period of leave results in an adjustment to the maximum
untenured period. Application for tenure is required at the end of the fifth year.
5.2.2 Definitions
In some criteria, reference is made to „sustained activity‟. Sustained
activity will mean acceptable performance for tenure and promotion
during that period of time prior to application for tenure or promotion. The
time of university service may include time served in a comparable
university environment outside of the University of Manitoba.
5.2.2.2.1 Laboratory based research into any topic, including clinical
and basic sciences and animal studies requiring ethics
approval.
5.2.2.2.2 Clinical research involving human subjects and requiring
ethics approval.
5.2.2.2.3 Research in education or social sciences.
5.2.3 Applications for Research Funding
Where the submission of an application for funding is a criterion for consideration
for tenure and/or promotion the following will apply.
In consideration for promotion to Associate Professor, the applicant must have
made an application to a provincial or national agency. The Tenure Advisory
Committee must review applications to commercial companies to ensure that they
include sufficient detail and represent a significant document. In order to be
included in an application for promotion or tenure proposals involving animal or
human subjects must have appropriate ethics approval.
In consideration for promotion to Associate Professor, the applicant must have
made an application to a national or international agency. In order to be included
in an application for promotion or tenure, proposals involving animal or human
subjects must have appropriate ethics approval.
5.2.4 Funding Support
In considering promotion to Associate Professor, obtaining funding is a
significant but not essential criterion. The requirement for this criterion will
depend on the description of duties outlined for the applicant (see above) during
the entire time period previous to the application.
Where funding is seen as a requirement for promotion to Associate Professor, the
funding may be from any source including funds generated within the department
from clinical service.
The requirement for promotion to Professor will normally include obtaining
funding from provincial, national or international granting agencies. Continued
funding from commercial sources may also be accepted as evidence for
promotion to Professor.
5.2.5 Student Supervision
Where research (clinical/basic sciences) forms a significant part of the duties
(>40%) assigned in the description of duties (see above) it is expected that:
Applicants for promotion to Associate Professor will have graduate students
either full time in his/her area of expertise or graduate students from clinical
programmes. Supervision of undergraduate research (i.e., BSc (Dent) students)
will also be accepted as evidence for promotion.
Applicants for promotion to Professor must have supervised full time graduate
students working in his/her area of expertise. Graduate student/s from clinical
programmes who undertake research as a component of a given course will also
be considered in promotion to Professor. Co-supervision where the applicant is
not a major contributor to the research effort will not be considered as supervision
to support applications for promotion to Professor.
5.2.6 Publications
Publication is an important aspect of university life and can be included in the
criteria for research and also for scholarly activity. Consequently publications
serve as support for applications in both areas.
In consideration for tenure as an Assistant Professor, peer reviewed publications
should be provided as evidence.
Applications for promotion and tenure at the Associate Professor level should
include peer-reviewed articles in appropriate local, national and/or international
journals. It is expected that the applicant will have at least one article a year in
total over the period prior to application.
Promotion to Professor will require that publications in international journals be
presented as evidence. The journals may include specialist clinical journals and
journals that may have a limited distribution. Reports or evaluations for different
government or other agencies may not be included as publications under research
(scholarly activity). It is expected that applications for promotion to Professor
will include publication of appropriate articles throughout the period of time prior
to application.
5.2.7 Presentations at Scientific Meetings and Other Appropriate
Venues
It is expected that all faculty will present material at meetings, to government, to
professional organizations or different commercial enterprises. All such
presentations may be included as evidence in an application.
Peer reviewed or invited presentations are suitable for application for tenure to
Assistant Professor.
Promotion to Associate Professor will require evidence of presentation at
scientific meetings and/or meeting of a profession. In addition, presentation of
seminars either at the University of Manitoba or other universities would support
a request for promotion. It would be expected that a Faculty member would have
at least one presentation every two years prior to application.
Promotion to Professor would require presentations at meetings, delivery of
seminars other than at the University of Manitoba and a minimum of three
invitations to deliver papers at international meetings.
5.2.8 Scholarly Activity
Scholarly Activity will include:
5.2.8.1 Writing review articles, book chapters and descriptions of techniques in
the applicant‟s area of expertise.
5.2.8.2 Review of manuscripts and grant applications.
5.2.8.3 Participation on review committees.
Tenure at the Assistant Professor level requires presentation of evidence of
scholarly activity.
In consideration of applications for Promotion to Associate Professor review
articles should have appeared in local or national journals. At least one article
should be written every two years. Similarly, the applicant should have reviewed
at least one manuscript for a journal and /or a grant application for a local or
national agency.
Promotion to Professor would require evidence of publication of reviews in
international journals and/or contributions in books. Evidence should be
presented of international recognition of the applicant as an expert in her/his field,
and/or also be expected to have served as a member of a review committee of a
national granting agency.
5.2.9 Performance Criteria, Evaluation Methods and Examples for
Promotion and Tenure
RESEARCH AND SCHOLARLY ACTIVITY
Performance Criteria Evaluation Methods Examples
Has contributed to
research and scholarly
activity within the Faculty
in some cases this may
include accomplishments
at a comparable university.
Conducting research.
Applications for funding.
Publications.
Reviews of manuscripts.
Participation in review
committees.
Presentations at scientific
meetings etc.
Prepare and submit at least
one appropriate funding
application. Funding of
the application is not
required.
Contributes to graduate
student supervision, if
applicable.
A consistent record of
publication, e.g. one
publication of any type
yearly.
Have made at least two
research presentations at
the local or national level
Competence
Quality of the material
presented as evidence.
Has shown an interest in
research and pursued
research. Attempting to
obtain funding and build a
research programme.
Is forming collaborations
within the university to
forward his/her research
effort.
Publications submitted.
RESEARCH AND SCHOLARLY ACTIVITY CON’T
Performance Criteria Evaluation Methods Examples
Has developed an
effective and independent
research programme.
Made significant
contributions in scholarly
activity.
Conducting research.
Applications for funding.
Publications.
Reviews of manuscripts.
Participation in review
committees.
Presentations at scientific
meetings etc.
Maintains a research
programme.
Publishes in peer-
reviewed journals at the
local and national level.
Is involved in supervision
of research by graduate or
postgraduate students,
where applicable.
Reviews manuscripts and
grant applications. May be
a member of a grant
review committee.
Presents at scientific
meetings.
Competence Quality of the material
presented as evidence.
Funds an ongoing research
programme
Publishes regularly ( e.g.
one article annually) in
peer-reviewed journals.
Has reviewed at least one
manuscript or grant
application every two
years prior to his/her
application.
Has made at least one
presentation, seminar or
poster presentation every
two years prior to his/her
application.
RESEARCH AND SCHOLARLY ACTIVITY CON’T
Performance Criteria Evaluation Methods Examples
Distinguished scientific
scholastic work.
Has an international
reputation
Publications.
Funded research
programme.
Letters of reference from
international experts in the
area of the applicant.
A research program
funded consistently by a
significant agency and/or
a commercial enterprise.
Consistent publication in
world-class journals.
Consistent reviews of
manuscripts and grant
applications.
Membership on granting
agency review
committees.
Supervision of graduate
students.
Competence
Quality of submitted
materials.
Positive references from
external referees.
Nationally recognized
research programme.
Sustained and consistent
publication record.
Member of
national/international
granting agency
committees.
Invitation to present
papers and keynote
addresses at international
meetings.
Supervision of full-time
graduate students on
projects within the
applicant‟s area of
expertise.
5.3 Committee and Administrative Services
Service refers to the use of professional skills and knowledge that contribute to the
promotion and advancement of the University, Profession and/or Community. Every
member of the faculty has an obligation to participate in service activities, with the
expectation that service activities will increase with academic rank and that non-tenured
faculty will not have excessive service commitments.
5.3.1 To the University
Service to the University refers to activities that relate to the advancement and
promotion of the University, Faculty, Department and /or Division.
Examples of prioritized service activities are:
5.3.1.1 Effective leadership of committees.
5.3.1.2 Active and thoughtful contribution to committees.
5.3.1.3 Collegial collaboration to further interest and skills in teaching and
research.
5.3.1.4 Effective student counseling.
5.3.2 To the Profession
Service to the Profession refers to activities that promote and advance
professional associations and/or learned societies.
Examples of prioritized service activities are:
5.3.2.1 Leadership of professional organizations and/or societies.
5.3.2.2 Participation on committees of professional organizations or societies.
5.3.3.3 Leadership in, and/or provision of continuing education.
5.3.3.4 Involvement as editor, reviewer or contributor to professional journals.
5.3.3 To the Community
Service to the Community refers to activities that are performed by virtue of
special competence related to the individual‟s discipline and field of expertise.
5.3.4 Performance Criteria, Evaluation Methods and Examples for
Promotion and Tenure
COMMITTEE AND ADMINISTRATIVE SERVICES
Performance Criteria Evaluation Methods Examples
Has contributed to service in
the Faculty, the Profession,
and the Community.
For the University:
Written feedback from
Committee Chairs
indicating satisfactory
participation and
contribution to the
committee.
Feedback from students.
Service on Faculty or
Departmental
Committees.
Participation as Class
Advisor.
For the Profession:
Documentation of
involvement in
professional
organizations.
Attendance and
presentation at
professional conferences
relating to individual‟s
specific disciplines,
ADEA, IADR on a regular
basis.
For the Community:
Documentation of
involvement in practice
activities.
Evidence of maintenance
of clinical/professional
skills through engagement
in private
practice/consultation.
COMMITTEE AND ADMINISTRATIVE SERVICES CON’T
Performance Criteria Evaluation Methods Examples
Recorded effective service at
the University and /or
Professional and Community
level.
For the University:
Leadership at the
committee level in
Faculty/Departmental/Sect
ion and/or involvement in
University Service.
Chair of a Faculty
Committee
Service as a Division
Head or Clinic
Coordinator
Member of university
committee.
Service as a Class
Advisor.
For the Profession:
Participation in
professional
organization‟s committees
and/or provision of
continuing education.
Service as a committee
member for a professional
organization
Contribution as reviewer
for professional journal.
Provision of professional
continuing education in
the form of workshops or
seminars.
For the Community:
Participation in public
health or dental outreach
program.
Provision of lecturer to
school children or public
groups.
Participation in “open-
wide”.
Participation in Faculty
Outreach.
COMMITTEE AND ADMINISTRATIVE SERVICES CON’T
Performance Criteria Evaluation Methods Examples
Record of leadership in
service at one or more levels.
Provided documentation of
leadership in one major area
with significant service
contributions at other two
levels.
For the University:
Long-term service as a
committee chair,
Departmental Head,
Division Head, or other
major administrative role
in the Faculty and/or
University.
For the Profession:
Officer or Chair of
professional
organization(s) in the
candidate‟s field.
Editor of professional
journal.
Preparation of
professional reports for
professional, government,
or outside agencies.
Extensive long-term
consultative services to
organizations, institutions,
or agencies.
For the Community:
Development of public
health or dental outreach
programs that have
worked to benefit the
community.
6.1 Introduction The Faculty of Dentistry has set a procedures that requires specific documents and
information before an application for tenure or promotion can be considered. The
Faculty has a „Pretenure Committee‟ that will review the Tenure application of a
member of faculty before submission, to advise the candidate of the suitability of
the necessary material. Submission of an application to this committee for review
is optional, but members of the Faculty are strongly advised to make use of this
committee. Candidates should consider applying for a review 2-3 yrs prior to
application for Tenure.
The current document lists the required documentation and other information that
should be included in an application. Wherever possible information has been
provided on suitable formats for documents and the type of material that should
be included. Examples of the types of material that should be included are given
in the Promotion and Tenure Reference Manual (PTRM) that should be given to
all new staff. If you do not have a copy, please go to the Dean‟s Office and get
one.
6.2 Job Description and Annual Performance Reviews with
Departmental Head or Director to Define the Duties of
the Applicant This is an essential part of the application because the assignment of duties and
their different distribution among members of Faculty will influence the decision
on whether the applicant has fulfilled requirements for promotion and tenure. It is
particularly important that the annual performance reviews accurately record the
annual assignment of duties and the Department Head‟s or Director‟s assessment
of the applicant‟s achievements and progress.
6.3 Teaching The applicant should include information on the amount of teaching and the
evaluation of teaching as outlined in the candidate‟s Annual Performance Review.
All other material documenting teaching activities must be supplied as a
„Professional Dossier‟. The format for a dossier for applications to the Faculty of
Dentistry may be obtained from the Education Specialist‟s office.
6.4 Research and Scholarly Activity It is recognized that the nature of the contributions made in this area by members
of the Faculty will vary widely. Also, the assigned duties of the applicant may
mean that he/she has less time for research and scholarly activity than some other
faculty. In contrast, those undertaking basic research may be required to show
evidence of external funding and present an appropriate publication record. The
materials that should be included are shown in the PTRM under section 4.2.
Membership on student advisory committees and student supervision should be
included under this section. This material will also be in the Professional Dossier.
6.5 Committee and Administrative Service A list of all the committees on which the member has served should be placed
first, together with their role on the committee. The candidate should submit
written confirmation verifying attendance and contribution to the committees
from the committee chair, whenever possible.
Any administrative position that has been held other than committee service
should be included (e.g., Director of Clinics, Associate Dean, Class Advisor, etc.).
6.6 Community Service Any community service should be in this section. See PTRM section 4.3.
6.7 Service to a Profession or an Academic Body Any service to a profession or academic body including acting as a referee for
scientific journals, reviewing grant applications, taking part in accreditation visits
should be included.